Conference & Event Planning Specialist

Job Type

Full-time

Description

Texas Baptists is a convention of more than 5,300 Baptist churches. Active membership at a church supportive of Texas Baptists is a condition of employment. Texas Baptists makes all employment decisions based on its religious mission, purpose, and beliefs while otherwise complying with all federal, state, and local employment laws. The BGCT is dedicated to fair hiring practices and only relies on lawful exemptions to employment laws to the extent necessary to protect its religious mission, purpose, and beliefs.

BASIC FUNCTION

Provides assistance in the planning, coordination, and administrative responsibilities to create effective, efficient, and economical meetings and events hosted by the BGCT and its ministries. Works under the direct supervision of the Director, Conference & Event Planning.

Requirements

RESPONSIBILITIES/TASKS

NOTE: Some descriptions may have more specific duties and/or goals and objectives attached to this form. Such attachments normally reflect unique aspects of specific locations, shifts, departments, etc.

1. As requested, coordinate, empower, and provide direction and assistance to the work of staff, vendors, volunteer staff, service suppliers, exhibitors, and others assigned to each event project to ensure timely workflow and progress for the success of events as required in accordance with laws and BGCT policies, with a focus on production, promotion, and evaluation of all events.
2. Serve as liaison and coordinator to enlist and manage volunteers and the management of vendor services at events.
3. Serve as the point of contact with vendors, keynote speakers, and performers for all coordinated events.
4. Assist in the preparation and evaluation of meetings relating to events, including, but not limited to, communication with churches, hotels, restaurants, concert artists, speakers, and other relevant entities.
5. Assist in training sessions internally on best practices, industry standards, and organizational compliance.
6. Work with creative services, including web services, in communicating the necessary marketing and web design needed to promote the conventions, meetings, and events.
7. As directed, edit and manage documents promptly for online promotion and other marketing as needed.
8. Provide regular input in decisions involving the direction and focus of the Conference & Event Planning Team. Research recommendations for changes and provide reporting to the Director.
9. Assist in the preparation and planning related to conference and event logistics, including but not limited to registration, signage, speaker/musician correspondences, rooming lists, vendor/supplier correspondence, and travel arrangements.
10. As requested, coordinate, assist, and serve with on-site management of BGCT ministries conferences and events, by coordinating with BGCT ministry offices and event planning teams in making assignments and monitoring progress of events.
11. Work in conjunction with BGCT ministry offices, under the direction of the Director of Conference & Event Planning, to research and solicit bid proposals from service providers and event vendor(s) for consideration.
12. Negotiate and secure contracts' appropriate approval through Texas Baptists leadership.
13. Work with the various BGCT offices to research and secure event venues, event dates, and rates for multiple-use/year discounts to facilitate buying power for the Organization. Travel to event sites for inspections and event execution.
14. Evaluate options with a variety of vendors for events and arrange all related services with vendors/contractors (i.e., hotels, event venues, decorators, audio visual, transportation, speakers/musicians, etc.) and ensure appropriate labor is evaluated and provided for the Annual Meeting and events according to established objectives.
15. Assist under the direction of the Director, Conference & Event Planning, staff, and leadership to identify and resolve problems with the Annual Meeting and events effectively and appropriately.
16. Develop a complete and accurate historical data analysis, maintain records and files (digital/paper), monitor timelines/promotional schedules, maintain inventory, and assist in compiling information to ensure adequate production/promotion of meetings and events for the BGCT.
17. As requested, will assist in developing the scope of events, which includes, but is not limited to, timelines, locations, programs, and costs to assist in meetings and events hosted by the BGCT.
18. Provide administrative support for the Director, Conference & Event Planning.
19. Create and maintain a training manual on best practices for conferences and events.
20. Manage the finances for the Conference & Event Planning area, to include but not limited to the processing of check requisitions, invoices, reimbursement vouchers, reconciliations, journal entries, miscellaneous receipts, credit card bills, and travel expenses as required accurately and timely; maintain an efficient record retention system for these accounts and generate financial reports as required.
21. Assist the BGCT meeting management staff in developing and monitoring the events budget and ensuring effective and efficient event management.
22. Maintain and monitor records and up-to-date files, and utilize Texas Baptists' data management systems to record and maintain contacts.
23. Maintain and order event and office supplies.
24. Attend internal meetings and participate in training as required.
25. Attend additional industry training and enhance education/knowledge to comply with current event standards.
26. Effectively work with co-workers to meet the established objectives for the successful completion of a project.
27. Must possess good oral and written skills.
28. Promptly answer phones, emails, take messages, and respond to requests in a timely fashion from internal and external constituents for information accurately.
29. Process correspondence and other communications accurately and on time.
30. Prepare and proofread letters, memos, spreadsheets, and other correspondence accurately and on time.
31. Maintain compliance with the Baptist General Convention of Texas' employee policies and procedures.
32. Maintain compliance with all state and federal laws and regulatory requirements, and ensure ministry offices comply with Best Practices to ensure Convention legal liabilities.
33. Assist in other special projects and related tasks as assigned.
34. Perform other duties as required.